A new chapter in context-first document management is emerging as M-Files unveils Workspaces, a system designed to transform how knowledge workers manage information across documents, projects, and business processes.
The launch marks a step beyond traditional file storage, aiming to streamline how people locate and use vital content within their organisations. M-Files chief product officer Tony Grout said Workspaces is the first time users get to fully experience the architecture behind the platform and how it changes daily work.
Workspaces is built as a business application layer on top of M-Files’ context-first system. Rather than forcing workers to scroll through file structures, the platform presents a unified view centred on what matters most: projects, clients, and the relationships between documents and people. “While our document management system has always been incredibly robust, Workspaces introduces a business application and user experience layer that sits on top of our context-first platform,” Grout said.
The need for a shift in approach stems from a simple reality: many knowledge workers have no dedicated technology stack. Sales teams use CRM platforms and finance departments rely on ERP systems, yet employees whose core responsibility involves documents are often left navigating disjointed tools.
“Most people spend a staggering amount of time just finding things before they can actually do their work. By starting from the context of your role, say, a project or client, you can jump straight to what matters. You spend less time searching and more time doing,” he said.
Grout said users can instantly see everything they need in one view, including project details, related contracts, stakeholders, communications, and version histories. “It encapsulates business processes inside the user experience in a way that no other document management system can. Rather than starting from a folder or a document, you start from the context, a project, a client, or a component. From there, you can instantly see all related information, people, and documents. It’s your dedicated workspace for your role, bringing together everything you need in one place,” he said.
According to Grout, the competitive edge comes from M-Files’ knowledge graph-like architecture, which has been part of the platform since inception. Other systems, he argued, still rely heavily on folders and basic metadata. “Their so-called ‘workspaces’ are really just shared folders with some metadata—like what SharePoint and OneDrive solved years ago. But M-Files Workspaces is fundamentally different. It lets you navigate seamlessly between documents and other business artifacts, like projects and people. It’s not just about storing files—it’s about connecting the dots.”
Another important differentiator is its ability to operate consistently across on-premises and cloud environments. Grout also highlighted how the context-driven architecture strengthens the role of artificial intelligence: “AI loves context. Our architecture connects the dots between documents, projects, and people, which makes our platform smarter. Because our knowledge graph constrains AI to the right context, it delivers better-quality answers and insights. It’s a superpower.”
Workspaces promises faster access to information, increased productivity and a clearer understanding of data relationships.
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